|
|
 home |
 download |
 help |
 buy now |
 contact us |
|
|
||||||||
|
|
Almyta Control System's Shipping module lets you add, track, and maintain shipping orders. You can create orders to direct product delivery to any number of customer locations.
Figure 8.1.1 - Order Processing Screen, Order Header Tab
|
Label |
Description |
|
1. Return |
Used to cancel orders that have already been shipped. |
|
2. Cancel |
Used to cancel orders before they have been shipped. |
|
3. Add |
Used to add a new order. |
|
4. Order # |
Identifies the shipping order by number. Useful for fast order browsing and selection. |
|
5. Bill To |
A “Bill to” address. |
|
6. Warehouse |
Identifies a shipping warehouse when multiple warehouses are enabled (Options screen, System tab). |
|
7. Filter |
Filters orders by customer. |
|
8. Created |
Order creation date. |
|
9. Ship. Date |
Ship by this date or shipping scheduled date. |
|
10. Shipped |
The date and time when the order was actually shipped. |
|
11. Ship To |
The “Ship to” or Delivery address. |
|
12. Status Filter |
There are three selections: Outstanding, Shipped, and Canceled. Only one group of orders can be viewed at a time. |
|
13. Ship Via |
This field is intended for the method of transportation—for example, truck, rail, and so on. This is the same list used in purchase orders. |
|
14. Ship By |
This field is the carrier name, such as the name of the trucking company or overnight service company. |
|
15. Customer Account |
Text entry field intended for a customer account number. Usually used if there is more than one computer system in your company. |
|
16. Customer. PO |
Text entry field for a customer purchase order number for this shipping order. |
|
17. Process No. |
Text entry field for a process number. Process number is used in third party logistics, for example. |
|
18.Contact Name & Attention |
The name of the person who requested the order and the one who the order should be given to when it arrives at the customer’s site. |
|
19. Salesperson |
The salesperson from your company who sold the merchandise or is assigned to that customer, pulling employees from the “Users” list. This screen is accessed from System/System Related Lists/Users menu. |
|
20. Waybill |
Text entry field for a waybill number, if applicable. |
|
21. Priority |
This is a text entry field for adding a note concerning the priority of the order. |
Figure 8.1.2 - Order Processing Screen, Line Items Tab
|
Description |
|
|
1. Line Item Number |
Each line item is automatically numbered for reference. |
|
2. Item Master List shortcut button |
Opens the Item Master List and scrolls to the current part. |
|
3. Item ID |
Choose an item ID from the dropdown box. To add an item to the dropdown list, click the Pencil icon—you will need to refresh the field after adding an item. |
|
4. Kit # |
There are two ways to ship kits. The first one is to assemble and ship only the single item id that is the kit id or assembly. The second one lets you ship components without prior assembly. Select a kit and specify the number of ordered units. All components will be listed in the shipping order in this case. The Packing Slip will show all components as well. |
|
5. Line Items Tab |
Tab that contains information about the items being shipped. |
|
6. Fast Browse |
Fast part browse button. Search by description or item id. |
|
7. Ordered/Available |
Number of units to ship and number of available units. |
|
8. Number of Kits |
Number of kits to ship. If kit number (4) is specified), each kit component quantity will be multiplied by this number. Example: if there are 3 identical postcards to go to the kit and 5 kits are shipped, a line item with 15 postcards will be added to the order. |
|
9. Unit Price |
Will fill automatically with the unit price listed on the Item Master List; however, it can be edited if necessary. |
|
10. Package |
Tells you how the units are packaged—for example, in boxes, cartons, cans, etc. This field tells the warehouse staff what sort of container to look for when they are loading the shipment. |
|
11. Packages |
Refers to how many packages comprise the shipment. For example, if you are shipping 5,000 units in 5 boxes of 1,000 each, enter “5” in the “Packages” field. This field lets the recipient of the shipment check the shipment for accuracy when it arrives. |
|
12. SO UOM |
This will default to the standard UOM on the Item Master List. If you are converting these to a different unit of measure for shipping to the customer, select the new shipping order unit of measure here. |
|
13. SO Units |
The SO units will automatically calculate based on the amount in the ordered field and the conversion on the “Unit of Measure” list. |
|
14. SO Price |
The SO units will automatically calculate based on the amount in the ordered field, the price given to the standard unit of measure, and the conversion on the “Unit of Measure” list. |
|
15. Pick From |
Allows the user to specify where in the warehouse the units being shipped should be taken from. To activate this feature, go to System/Administrative Tools/Options screen. Switch to the Shipping tab. Select “Office Specifies Preferred Pickup Location” for the Loading Scheme field. |
|
16. Shipped & Amount |
There are two hidden fields: Shipped Units and Line Item Amount. To see the fields, use the horizontal scrollbar (17). |
|
17. Issue button |
Starts the shipping process. |
|
18. Sort |
Reorders item ids in alphabetical order and reassigns line item numbers correspondingly. |
|
19. Copy to New |
|
|
20. Work Order |
|
|
21. Print or Preview button. |
Outputs a document depending on selections below. |
|
22. Preview |
Shows a document on screen. |
|
23.Printer |
Sends a document to the Windows default printer. |
|
24. Document Type |
A list of available documents: pick lists, packing slips, etc. |
|
25. Line Item Instructions |
Optional special remarks or instructions about the unit selected in this field. |
|
26. Horizontal Scrollbar |
Scroll to the right to see more fields. |
Follow these steps to add a new shipping order. There are many instances when you may wish to add a shipping order without issuing it. For example, if you got an order on Tuesday that wasn’t supposed to ship for two weeks, you would enter it into Shipping Orders before it needed to be issued for two reasons: (1) so you don’t forget it and (2) for planning purposes (to avoid out of stock items and follow your customer demand). You can use the information in the Shipping module to plan your inbound and outbound schedules.
1.
From the main menu bar select “Shipping” and then select “Order Processing.”
2.
Click on the “Add New” button next to the “Order”
field. Click the “Yes” button on the
pop up box that displays. Depending on your “Numbers” settings, the system will
either assign a number to the new order automatically or will ask you to enter
a new number. See the “Numbers” heading
of section 4.1 for information about changing your numbering system. The “Order Processing” screen has the
following tabs: “Order Header,” “Line Items,” “Instructions,” and
“Invoice/Totals.” The “Order Header”
section displays first.
3.
The “Order Header” tab collects information about the
shipment itself. Use the “Customer PO”
and “Process no.” fields to collect order-specific numbers generally supplied
by the customer.
4.
Click on the “Line Items” tab. This section collects information about the
inventory items that you are shipping. (See section 8.1 for an illustration of
this screen and an explanation of the fields on it.)
5.
Type the item ID into the “Item ID” field. If you do not know the item ID, click on the
down arrow to the right of the field.
6.
Tab to the “Quantity” field and type in the number of
items you want to ship. The “Shipped”
field is a system-generated information field.
This field tells whether or not the order has been shipped.
7.
Click on the “Special Handling Instructions” field and
type in any instructions for the packers. This is not a required field.
See section 8.7 if you will be entering conversions.
8.
Click on the “Instructions”
tab if you want to type special instructions to the shippers. This is not a required field.
9.
Click on the “Invoice/Totals”
tab at add terms, memos, and pricing information.
10.
Save if you do not want to issue this order now, or
click “Issue” and continue to step 4 below.
Follow these steps to issue an existing shipping order.
1.
From the main menu bar select “Shipping” and then
select “Order Processing.”
2.
Choose the correct shipping order. You can click on the arrow to the right of
the filter by the “Supplier” field to narrow your shipping order list by suppliers.
3.
When you have the correct order on your screen, click
the “Issue” button located at the bottom left side of the screen. The “Issue Inventory” screen displays.
4.
Tab to the “Wrhe Location” field and select the
location from which you wish to ship the item(s). Double click on the field or click on the icon to the right of
the field to display the current list of locations. Highlight the location and
click “Select.” The program can fill in
the “Location” field for you if you are storing the item in only one location
in your warehouse. Simply click “Load”
and then “Yes” in the pop up box that appears.
However, if you are storing the item in multiple locations, the program
will return an error message and you will need to fill the “Location” field
manually.
5.
Click on the “Issue” button located at the bottom left
of the screen. A pop up box displays reminding you that the items were issued.
Click “OK” to continue. The packing slip will automatically be printed at your
default printer.
Follow these steps to add or
delete items on an existing shipping order.
1.
From the main menu bar select “Shipping” and then
select “Order Processing.”
2.
Use the down arrow in the “Order” field to select the
order number of the order you wish to change.
3.
Click the “Line Items” tab. To add a line item, simply move your cursor to the blank line and
enter information for the item. To
delete a line item, place your cursor on the line you want to delete, right
click, and choose “Cut” from the dropdown menu. However, delete with caution.
Once you delete an item from a shipping order, the change is permanent.
4.
Follow the procedure listed under “Issue an Existing
Shipping Order” beginning with step 4.
5.
Almyta Control System will automatically generate a new
packing list.
Follow these steps to cancel a shipping order before it has been issued:
1.
From the main menu bar select “Shipping.” A pop up box displays.
2.
Select “Order Processing.” The “Order Processing” screen displays.
3.
Click on the red X button next to the “Order”
field. A pop up box displays asking you
to confirm your choice.
4. Click the “Yes” button. The “Order Processing” screen redisplays with the previous sequential order.
Follow these steps to return a shipping order after it has
been issued:
1.
From the main menu bar select “Shipping” and then
select “Order Processing.”
2.
Set the filter to display shipped orders only.
3.
Locate your order using the dropdown box. Be sure you have found the correct order.
4.
Click the Crossed Hand button.
5.
A message appears stating, “This shipment will be
canceled. Shipping history will be
adjusted, ALL shipped items returned to inventory, the order status set back to
Outstanding, and current On Hand/Committed position recalculated. You will need to return all items to their
original warehouse locations.
Continue?” Click “Yes.”
6.
A confirmation box will display. Click “OK.”
You will be on the “Parts Active” screen.
7.
Click the “Move” button and move the items back to the
correct warehouse location.
The shipment is now canceled. The order will remain active unless you follow the steps above for canceling a shipping order before it has been issued.
You may sometimes want to ship to one customer's address but bill to another’s. In such a case, you will need to change your system options. Follow the steps below.
1.
From the main menu bar select “System/Administrative
Tools/Options.”
2.
Click on the “Shipping/Issues” tab.
3.
Click the “Ship To/Bill To Unlinked” box so that a
check mark appears in this box.
4.
Click the “Apply” button at the bottom of the
screen. The system will reinitialize.
5.
Click “OK.”
After this change has been made to the system options, when you enter a new order in “Order Processing,” you will be able to select a bill to address then go to the “Ship to” field and select any ship to from your list. Remember, all billing and shipping addresses need to be entered in the “Customers/Contacts” list before they will appear on the shipping screen. See section 3.5 for instructions on how to edit this list.
The “Unit of Measure” field on the “Item Master List” screen is used to define how you count your inventory—for example, each, feet, pounds, and ounces. Almyta Control System will allow, for example, an item to be inventoried as feet but shipped in yards. This can be used when your customer requires the items be ordered in a larger or smaller unit of measure than you use to store them.
You must enter the conversion factors of different units in the “Unit of Measure” list prior to being able to use this feature. Almyta Control System will be able to convert units of measure automatically once you complete the steps in section 5.17.
Follow these steps to use the conversions on a shipping order.
1.
When you add a shipping order as shown in section 8.2
of this chapter, you would add the item ID of the item you are ordering.
2.
Type in the quantity you are ordering in the “Ordered”
field.
3.
The unit price will automatically display pulling from
the “Item Master List Price” field. The
price can be changed for this item on the shipping order by typing over the
price from the Item Master List. This
will not change the price on the “Item Master List Price” field for this item.
4.
The “Package” and “Packs” fields will automatically
populate based on the Item Master List.
5.
The “SO UOM” will default to the unit of measure
selected for that item on the Item Master List. When using conversions, change the “SO UOM” to the one you plan
to ship in.
6.
Almyta Control System will automatically calculate the
“SO Units” field and “SO Price” based on the “Ordered” amount and the
conversion you have set up in the “Unit of Measure” list.
7.
The packing slip prints the fields relating to the SO,
not the standard fields on the Item Master List.
In Almyta Control System a “Customer” is defined as someone to whom you sell or ship products. A “Contact” is a person you have spoken to about selling or shipping products but from whom you have never received an order to date. Customers or contacts can be external or internal. Other departments within your company to whom you send products can be considered customers in Almyta Control System. To go to the “Customer” screen, go to “Shipping” and select “Customers and Contacts.”
The definitions of the fields on the Customer (Bill
To/Ship To Address) screen are listed below.
|
Label |
Description |
|
Company Name |
The name of the customer’s company. |
|
Primary Contact |
The main person who deals with your company. An option in the
“Administrative Tools/Options” screen will have these contact fields display
on a shipping order when an order is placed and the customer is selected as a
ship to. This is used to confirm that
only authorized personnel call in orders. |
|
Primary Contact Title |
The title of the primary contact. |
|
Add. Contact |
Additional person at the customer’s company. |
|
Add. Contact Title |
The title of the additional contact. |
|
Address Related |
Their mailing address. |
|
Is a Customer? |
If this is not checked, the company is a contact and has never placed
an order with your company. If a
contact places an order, Almyta Control System will automatically check this. |
|
Telephone, Fax |
Telephone and fax numbers to use to contact the customer. |
|
Email |
The email address of your primary contact. This is a link. When clicked,
it will automatically open your email tool with their address in the “To: ”
line. |
|
Website |
The website of the customer. This is a link. When clicked, you will go
to their website if an Internet connection is present. |
|
Account Number |
Typically used for a freight account number. |
|
Ship To Record of Bill To |
This is used when bill to addresses and ship to addresses are linked.
Refer to section 8.6 for more information. |
|
Label |
Description |
|
Terms |
Use this field to set a default payment term with this customer. Each time you ship an order to this
customer, the invoice will reflect the payment term you select here. You can override this on a shipping order. |
|
Ship Via |
Use this field to set a default method of transportation the customer
prefers. Each time they enter an
order, this ship via will populate on the shipping order. You can override this on an order when desirable. |
|
Default Invoice Memo |
Use this field to set a default memo to print on the invoice. Each time they enter an order, the printed
invoice will have this memo on it.
You can override this on an order if needed. |
|
Tax |